Digital Signature for In-Store Quotes | ARXivar

The goal was to implement a simple solution with legally binding digital signatures, capable of handling a large number of retail locations.

This required automatically routing documents to the correct store, enabling customers to sign directly at the point of sale or in the warehouse, and securely archiving the signed copy while linking it to the corresponding quote already stored in the document management system.

Order confirmations are generated by the ERP and made available for customer signature.
Documents are first exported to a monitored server folder. From there, the FolderBiometricSign tool displays them on a signature pad, allowing customers to sign directly at the checkout.

Given the high number of stores, each PDF file name includes the relevant warehouse code. This ensures each location can automatically access and process only its own documents.

Once signed, documents are exported to a second server folder and imported into ARXivar via SpoolRec. A dedicated workflow then automatically links each signed order confirmation to the corresponding quote already stored in the system.

When customers collect goods directly from the warehouse, the document is also made available on a tablet. A custom app—connected to ARXivar via API—allows staff to capture the signature, update document metadata if needed, and re-upload the signed document into the system.

Each store handles only its own transactions, while signed documents are automatically archived and linked to the correct quote.

The process is faster, fully traceable, and more controlled. From in-store signing to warehouse pickup, documents follow an integrated digital workflow, enabling a more secure and efficient end-to-end operation.